Administrative Assistant 1/Trainee

Administrative Assistant 1/Trainee

Duties Description

The Administrative Assistant 1/Trainee's duties will include, but are not limited to, preparing formatting, and finalizing contracts; utilizing Grant Management System (GMS and SFS) to upload documents and emails as needed; working with other DCJS offices to obtain contract related information; preparing award notices, and emailing the notices to recipients; assisting with the daily operations of the unit; serving as backup for other units as needed; fielding and routing phone calls to the appropriate staff; submitting and tracking purchase and travel requests for the units; filing correspondence and general subject matter items; preparing and setting up meetings; and assisting, preparing, and managing correspondence, memos, reports, and other documents as needed.

Minimum Qualifications

NON-COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8): Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. Advanced placement to the trainee 2 or journey level may be possible depending on education and experience and subject to agency approval.

NY HELPS: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

COMPETITIVE MINIMUM QUALIFICATIONS:

Administrative Assistant Trainee 1, NS (Equated to SG-8): One year of permanent-competitive or 55B/C service in a title SG-6 or higher and otherwise eligible for transfer.

Administrative Assistant Trainee 2 (NS, Equated to SG-10): One year of permanent-competitive or 55B/C service in a title SG-8 or higher and otherwise eligible for transfer.

Administrative Assistant 1, SG-11: Permanent service in an Administrative Assistant 1 (formerly known as Secretary 1) title OR one year of permanent-competitive or 55B/C service in a title SG-9 or higher and otherwise eligible for transfer.

NOTE: Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas, through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, SG-11. Completion of coursework is not required for appointment to the Trainee 1 level.

Additional Comments

Candidates from diverse backgrounds are encouraged to apply. DCJS is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Please be advised that the Division of Criminal Justice Services does not currently offer sponsorship for employment visas.

REASONABLE ACCOMMODATION: The NYS Division of Criminal Justice Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Diversity, Equity, Inclusion and Accessibility Unit at View email address on click.appcast.io or View phone number on click.appcast.io.

Some positions may require additional credentials or a background check to verify your identity.